Staff User guide for ICT v6.1

Aston Manor

Staff Guide for the use of ICT

Version 6.1 September 2011

Staff User Guide for the use of ICT ver. 6.1 09/2011

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Table of Contents

1 Introduction...................................................................................................................4 1.1 USB Sticks .............................................................................................................4 1.2 A note on security...................................................................................................4

2 Logging On...................................................................................................................5 3 Accessing the Internet ..................................................................................................8

3.1 Accessing the School Website .............................................................................10 4 Accessing Email .........................................................................................................11

4.1 Setting up Outlook 2003.......................................................................................11 4.2 Ordering Emails by Date ......................................................................................13 4.3 Ordering Emails by Name ....................................................................................14 4.4 Accessing your email via the website...................................................................14 4.5 What if you cannot log into the school website?...................................................17

5 Site Support Helpdesk................................................................................................18 5.1 How to access the Site Support Helpdesk ...........................................................18 5.2 Using the Site Management Help Desk................................................................19 5.3 Viewing Tickets ....................................................................................................20

6 Home Access Plus (HAP)...........................................................................................22 6.1 What is Home Access Plus (HAP)?......................................................................22 6.2 How to access HAP..............................................................................................22 6.3 HAP Links ............................................................................................................25

6.3.1 Browse My School Computer and downloading.............................................25 6.3.2 Uploading a file ..............................................................................................26

6.4 Access My Emails ................................................................................................28 6.5 ePortal..................................................................................................................28 6.6 IT Help Desk.........................................................................................................28

6.6.1 Submitting a new Support Ticket....................................................................29 6.7 Site Help Desk......................................................................................................29 6.8 Booking System ...................................................................................................29

6.8.1 Making and removing a booking ....................................................................32 7 Accessing Home and Public Drives............................................................................34 8 Accessing ePortal.......................................................................................................35 9 Using Projectors .........................................................................................................36

9.1 To turn on the projector ........................................................................................36 10 Calibrating the Smart boards ....................................................................................37 11 Using Speakers/Sound Systems ..............................................................................38 12 Video players............................................................................................................40 13 Printing .....................................................................................................................41

13.1 How to clear warning messages.........................................................................42 14 How to use the Colour Copier...................................................................................43

14.1 Print to the Colour Copier...................................................................................43 14.2 Photocopy ..........................................................................................................47 14.3 Scan ...................................................................................................................49

14.3.1 To retrieve your scanned file........................................................................54 15 Accessing School Files form Home (VPN) ...............................................................55

15.1 Cisco VPN Client................................................................................................55 15.2 Shrew Soft VPN Client .......................................................................................56

16 Web Filtering ............................................................................................................60 17 Reporting a Problem.................................................................................................61


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Contacting ICT Support

Phone number: 0121 359 8108 ext 231 or 326 Email address: [email protected] Email address: [email protected]

Location: D29 top floor first door on the right after main stairwell


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1 Introduction

The reason for this guide is to allow staff to be proficient in their use in ICT as well as allow them to use features and resources they may not have realised we had. A number of topics will be discussed within this guide with illustrations to ensure that staff and their lessons proceed smoothly and effectively. If you are a new member of staff please ensure you see the ICT department to give you your login details. If you have any concerns or issues with the use of ICT please feel free to visit ICT support office in D29 at any time.

1.1 USB Sticks

Please be aware that USB drives are not indestructible and can fail resulting in the complete loss of all the information that was on them. All USB drives have a lifespan determined by how they are used, looked after and stored. Please ensure if you save something to a USB drive that it is backed up at home or on the school network as the ICT department can not be held responsible for the loss of damage to USB drives.

1.2 A note on security

Because we are a school we must ensure all personnel and data is kept safe and secure. This is why you must keep you ID card on you at all times to ensure the school complies with child safety regulations. Also built in to your card is a security fob that will allow you to get in and out of the school using the traffic light terminals at external doors around the school, like those found in reception, A9 and the door through to the back car park in the hall. You MUST make sure you fob in and out of school everyday as this system is used to produce a roll call of all staff when there is an emergency, and like for students if you’re here but not fobbed in or away but left your self fobbed in it could have disastrous consequences for your self or the people who come in to find you. Finally for the safety of the computers and the information they contain, always lock your machine by holding the windows key (next to the space bar) and L at the same time. This locks your machine meaning only you can unlock it by using your login. This is a fast and easy way to secure a machine allowing you to come back to your work without having to log back in again.


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2 Logging On

After turning the machine on and the operating system has loaded you should be presented with the following screen.

Fig. 2.1 login screen

Follow the onscreen prompt and push ‘Ctrl Alt Delete’ simultaneously to open up the login box that should look like the image below. This is where you type in the username given to you by ICT support which should be your first initial and your surname please note that in the bottom box it will say ‘ASTON_MANOR’.

Fig. 2.2 login screen with correct details


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If the box at the bottom says anything else other than ‘ASTON_MANOR’ then you will not be able to login as this is the local machine name.

Fig. 2.3 login screen with computer name displayed

To change this simple click on the drop down box and select ‘ASTON_MANOR’ and then logging on as described above.

Fig. 2.4 login screen changing back to domain


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If this is the first time you have logged on to this machine it may take longer to log on than usual. This is because the computer is creating a local copy of your user area for you to use. You may see this screen while this is happening:

Fig. 2.5 first time on this machine login


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3 Accessing the Internet

To access the internet within school you must use Internet Explorer or IE for short. This can be found in the start menu here or here:

Fig. 3.1 Where to access IE

There is also a shortcut that will look like this on the desktop: All you have to do is click on this icon and it will open up the schools home page. If you are using a laptop you take home and bring back to school there may be an issue with the proxy settings. A proxy is a computer setup to provide the school with internet access. By not having the correct settings you will not be able to get on to the internet. To check your settings go to ‘tools’ then ‘internet options’.

Fig. 3.2 finding internet options


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Once the new window opens go to the ‘connections’ tab across the top and then the ‘LAN settings’ button part way down.

Fig. 3.3 LAN settings

Now just ensure the box that opens matches the following:

Fig. 3.4 editing proxy settings

The data that must be entered is eduproxy.bgfl.org and port 80


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3.1 Accessing the School Website

Now that you have opened up the school website you should now be able to login to the school website to access school email, Realsmart, the booking system, Eportal and the library software called Eclipse. To login you will need to be registered on CMIS or speak with Mr Gough in the learning centre to be registered.

Fig. 3.1.1 logging on to the school website

To logon you will need to use the same login name you use to login to the computer and your password. This is usual set to smartpass as a default but may be changed once you login in. After logging in the side bar should change to look like the one below. We will go into each feature later on in this guide.

Fig. 3.1.2 after logging in to the school website


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4 Accessing Email

There are two ways in which to access your emails. One is via Microsoft Outlook 2003 the other is via the school website. This guide will show you how to access both. As a side note you can only use the web version from home where as you can use both ways while on school premises.

4.1 Setting up Outlook 2003

This guide will start under the assumption you have not used Outlook on the machine you are sitting at. First load up Microsoft Outlook 2003 by using the icon on your desktop or the shortcut in the start menu.

Fig 4.1.1 Outlook short cut icon

Once loaded the following should be displayed.

Fig 4.1.2 type of email account, Select the top choice

Click on the top option which says ‘Microsoft Exchange Server’ this will connect outlook to the mail email server. Click next once you have made your selection.


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You should now be at the screen below where it is asking for your server location and your user name. In the top box type in the following curric-d.astonmanor.bham.sch.uk this needs to be typed in as seen here otherwise it will not work. Then you will need to type in the same username you did to log on to the computer in to the second box followed by clicking on the ‘check name’ box.

Fig 4.1.3 Server address box Username box Check name button

If it has worked both boxes should become underlined, finally click next and next again to finish. Please be aware that depending on how many emails you have in your inbox there may be a delay before you can use Outlook, this is to allow the server time to download all your emails to the computer ready for you to use. This must be done on every computer you wish to use Outlook on.


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4.2 Ordering Emails by Date

Now that your email account has loaded you can re-sort/order your emails by date in ascending or descending order. To do this open Outlook like below and click on the ‘received’ tab at the top of the main screen.

Fig 4.2.1 Received tab

Clicking on the ‘received’ tab again will sort your emails into descending order, if you click it another time it will go to ascending order. If in doubt look at the tab, you will notice a faint arrow showing what order it is in.

Fig 4.2.2 Feint Arrow


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4.3 Ordering Emails by Name

Now that your email account has loaded you can re-sort/order your emails by senders name in ascending or descending order. To do this open Outlook like below and click on the ‘from’ tab at the top of the main screen.

Fig 4.3.1 from tab

Clicking on the ‘from’ tab again will sort your emails into descending order, if you click it another time it will go to ascending order.

Fig 4.3.2 Feint Arrow

4.4 Accessing your email via the website

After you have logged in to the web site you can click on one of the two links depending on your situation. If you are logging on from home or any where else out side of school click ‘External E-mail’ if you have logged into to a school machine click on the ’Internal E-mail’.


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Fig. 4.4.1 Email links on website

Please note when the term logging on is used here it means logging on to the actual computer not the website. If you log on to the website while using some one else’s computer account you will have access to that persons emails. That is why it is important to lock your computer when you are not using it. If you clicked internal email at school just accept the following message

Fig. 4.4.2 message when using internal e-mail (click yes)

Then you will see your email inbox displayed allowing you to read, send and manage your emails as you see fit.


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Fig. 4.4.3 Online Email Inbox

If you clicked on the external email link you will see the following box:

Fig. 4.4.4 Login box for external email

Here is where you can login to view your emails. This can be done two ways; you can either enter your details like this:

Username: aston_manor\username Password: your password

Or like this:

Username: [email protected]

Password: your password


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Either way is perfectly acceptable and will work just as well it s just personal preference. A note though; you must use the same username and password given to you to logon to the computer.

4.5 What if you cannot log into the school website?

There is a way to log on to the external email with out using the shortcuts on the website. In your internet browser (preferably Internet Explorer) type the following address into the address bar: - Please ensure you add the s at the beginning. https://exchange.astonmanor.bham.sch.uk/owa And then press Enter or Click the green arrow

Fig. 4.5.1 URL typed in for external email access

You will then be in the same position as if you were to have clicked the link on the website and can now use the instructions above to login.


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5 Site Support Helpdesk

As we are now an Academy certain processes have to be logged and tracked in the interest of work management and auditing purposes. One of these processes is the request of assistance from the site staff (Dave Parkes, Tony Newbold and Irod Rawlins). To request their services you must log a ‘support ticket’ using the web site below and filling in your details. This is a requirement and must be done before or during a call. If an emergency you may contact the site team directly but ensure you fill in a support ticket at a later date to ensure a log of all calls is made. Please do not stop the site staff in the corridor or phone them as a log of all calls must be kept via the website. The address is:- http://10.122.163.176/helpdesk/

5.1 How to access the Site Support Helpdesk

You can either use the link above to go to the website or use the link in the HAP system or on the school website under the menu ‘Staff’ and then ‘Staff Resource Links’ then selecting ‘Site Management Helpdesk’ or by logging into the website and selecting ‘Site Helpdesk’ from the side bar.

Fig 5.1 Link to staff resources page


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Fig 5.2 Link to Site Management Help Desk from Staff Resource Links and the side bar

5.2 Using the Site Management Help Desk

Once you have clicked on the link the following page should appear (please be aware that this site is only available from within school).

Fig 5.2.1 Site Management Helpdesk To submit a ticket click on the ‘Submit a ticket’ link on the left where you will be taken to an online form. Simply fill this form in with all the relevant information attaching any files or images you may wish at the bottom. Please ensure you use your full and correct email address otherwise you will not be able to receive email updates on how your ticket is progressing.


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Fig 5.2.2 Online form submission Once you have filled in all your information simply click ‘Submit ticket’. You will be provided with a helpdesk ticket number which you can type in to the view existing tickets link on the main page. The information you have just provided will be emailed to Dave Parkes and will be logged on the helpdesk for one of the Site team to collect and deal with.

5.3 Viewing Tickets

If you wish to see the progress of your ticket or view the list of jobs the Site team have on their helpdesk you can login and view all submitted tickets. This is to allow the ability to view how many jobs there are as well as view there progress. To view tickets go back to the main menu and click on the link ‘Go to Administration Panel’

Fig 5.3.1 Home page

Once this link has being clicked you will be presented with a login box. The only details you require are: Username: staff Password: staff This will give you view only privileges to view the list of all open and closed jobs on the helpdesk.


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Fig 5.3.2 Staff Logon, open tickets view and search

Simply click on a support ticket ‘Tracking ID’ to view that ticket. You can also search for a specific ticket using the search settings at the bottom of the page. If you have any problems or queries using this new system please contact ICT support for assistance.


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6 Home Access Plus (HAP)

6.1 What is Home Access Plus (HAP)?

HAP is a new website developed to provide a number of services to staff and pupils such as room and resource booking, ICT helpdesk support, links to common websites used within school and the ability to access your user area (H: drive) any where in the world.

6.2 How to access HAP

To find the link go the school website under the menu ‘Staff’ and then ‘Staff Resource Links’ then selecting ‘Home Access Plus’ or by logging into the website and selecting ‘Home Access Plus’ from the side bar.

Fig 6.2.1 Staff Resources Link

Fig 6.2.2 HAP link on ‘Staff Resources Links’ and HAP in the side bar


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Once the link has being pressed a logon box should appear. Your logon on details are exactly the same as the ones you use to logon to the school computers. This is usually your first initial and your password.

Fig 6.2.3 HAP Logon Box You will now be presented with the HAP home page, please be patient while it loads. It should look something like below.

Fig 6.2.4 HAP home screen

As you can see there is a number of things you can do from here, the four tabs at the top ‘Me, Password, Bookings and Tickets’ are short cuts to provide information about your self. The ‘Me’ page shows your username, department, email address and the amount of space you have left in your home area.

Fig 6.6.5 Password tab screen


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The ‘password’ tab allows you to change your password as you would at school, please be aware if you change your password here you will need to use this new password to logon to your email and the school computers.

Fig 6.6.6 The Bookings tab, if you have made any bookings they will be displayed

here

Fig 6.6.7 The Tickets tab, if you have submitted a support ticket you can view it

here


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6.3 HAP Links

There are six links below the tab section of HAP which can be accessed in or outside of school, please be aware that the ‘Site Help Desk’ link is only available inside of school. This section will discuss these links and their functionality.

6.3.1 Browse My School Computer and downloading

This is the main function of HAP; its purpose is to allow you to access your school files from home or anywhere else in the world with an internet connection. There are two versions of ‘Browse My School Computer’ one uses Microsoft Silver light which is a free download off Microsoft. Simply Google Silverlight and follow the instructions. The other is the basic version. Below is the screen you will see under the Silverlight version and the button to switch to the basic version and back again.

Fig 6.3.1.1 Silverlight computer browser and basic version link

Fig 6.3.1.2 Basic version of computer browser. As you can see there are two network drives available, these are your user area or H: drive and the NewPublic drive or N: drive. Simply double click on a drive to open it as you would a normal browser window to see your files. You can move around your user area as you would at school, when you see the file you wish to download double click on it or right click on it to bring up a menu.


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Fig 6.3.1.3 Download menu after right click If you choose to download a file the screen below will be shown where you can save the file in to a location of your choosing. Click 'save' and select where you would like to save it or alternatively if you want to only view the file click open.

Fig 6.3.1.4 downloading a file from HAP

6.3.2 Uploading a file

To upload a file right click in some clear space in the folder you wish to upload to and select ‘Upload to my documents’. This will open up a dialog box where you can select the files you wish to upload. Then click ok to begin the transfer.


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Fig 6.3.2.1 Upload menu in HAP

Fig 6.3.2.2 Make sure you change the file type to the type of file you’re uploading

to ensure you can upload. To go back to the main HAP page click the link ‘Home Access Plus+’.

Fig 6.3.2.3 Home Access Plus + link (home page)


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6.4 Access My Emails

This link is exactly the same as the external email link on the main school website. Please view section 4.4 for help with this link.

6.5 ePortal

This link is exactly the same as the ePortal link on the main school website. Please view section 8 for help with this link.

6.6 IT Help Desk

Just to note it is extremely important you log all ICT support calls via the help desk as we are now an Academy, ICT support has to be accountable for all work done within school. It will save time and stream line the process if staff can file these tickets themselves. Thank you. The IT Help Desk link is in the bottom left of the menu and its logo is the blue circle with a white question mark.

Fig 6.6.1 IT Help Desk Link

After clicking this link you will be taken to the IT help desk main page as seen below.

Fig 6.6.2 IT Help Desk Main page View open Ticket Log Ticket Home page

To go back to the home page click the ‘Home Access Plus +’ link at the top or to submit a new ticket click on the ‘New Support Ticket’ link. The option box at the top allows you to view all your open or previously closed tickets.


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6.6.1 Submitting a new Support Ticket

Click on the ‘New Support Ticket’ link and the following will be displayed. Simply fill in the subject line, the room it’s concerning and as much information as possible to help with the solving of your issue.

Fig 6.6.1.1 Ticket Submission Subject line, Room, Message, basic editing tools

Once the form has being filled in click the ‘File Ticket’ Button at the bottom. This will send a notification to the IT Support Team where we will diagnose and rectify the problem, when we update a support ticket you will receive an email with information on the update and the ability to view the ticket.

6.7 Site Help Desk

This link is exactly the same as the Site Management Helpdesk link on the main school website. Please view section 5 for help with this link.

6.8 Booking System

The new booking system is now available outside of school and has every room in the school available to be booked as well as providing information on where staff are at a specific time. To access the booking system click the ‘Booking System’ link n the bottom right, its logo is a blue calendar and clock.

Fig 6.8.1 Booking System Link


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After clicking on the link you will be taken to today’s timetable. The table is split up with lesson 1, lesson 2 etc across the top the room or resource down the side. As you scroll down you will see all the other rooms within the booking system. You can sort the list in a number of ways:

• If you select ‘all’ you get the full list of available rooms and resources.

• If you select ‘rooms’ a list of all the IT rooms as well as rooms with a substantial number of PC’s.

• If you select ‘laptops’ nothing will be displayed.

• If you select ‘equipment’ a list of all camera’s, video cameras and staff loan laptops will be displayed.

• If you select ‘other’ every other non IT room will be displayed.


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Fig 6.8.2 Booking system: Category choice, Available, Timetable Lesson, Booking To tell the difference between a permanent booking (timetabled) and a one off booking, only permanent bookings will a blue square next to its details.

Fig 6.8.3 Permanent booking


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6.8.1 Making and removing a booking

First to find the day you wish to book click on the date in the top left corner to bring up a calendar (please be aware you can only book 14 days in advance) select the date you wish to book, this will load the time table for that day.

Fig 6.8.1.1 Calendar option

Then look for the resource or room you wish to book, if it says free in the box you are able to book that period. Left click in the box and a form will appear like the one below. Fill in the year and lesson it is for; if your lesson is not displayed please pick the closest match. Then click ‘book’ to confirm the booking.

Fig 6.8.1.2 Making a booking

To remove a booking you have created (please note only an administrator or the person who made the booking can remove a booking) bring your mouse over the booking where a link will appear called ‘remove’ in the top right of the box. You may have to click a couple of times to ensure the cancellation has gone through.


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Fig 6.8.1.3 cancelling a booking Click near the top of the word remove and a dialog box will ask you to confirm the cancellation.


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7 Accessing Home and Public Drives

After logging on to the computer you will be shown the desktop. If you double click on the ‘My Computer’ icon or the ‘My Computer’ icon in the start menu you will see this window.

Fig 7.1 My computer Icons

Fig 7.2 My Computer Folder

Once the window has opened you will see local hard drive labelled C: a cd drive if one is installed and a collection of network drives. Depending if you are an Administrator, office staff, teaching staff or a student will change what network drives you have access too. For the most part you will only need the H: drive which is your personal area which only you have access to and the N: drive which contains the public drive and the staff drive.


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8 Accessing ePortal

Before trying top access Eportal you should check with the ICT support department or the financer’s office to ensure you have an account setup and enabled. To access ePortal you can either use the icon on your desktop labelled ‘ePortal’ or use the link called ePortal under the parents menu or click the ePortal link after logging in to the website.

Fig 8.1 How to access ePortal

After clicking on either link the following page will be displayed:

Fig 8.2 Login Screen for ePortal

To login you must type your initials and password, these are only available from the finance office and must be approved before use. Once you


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9 Using Projectors

Important note Please make sure all projectors are switched off when not in use and at the end of the day. This is because the bulb within the projector has a finite life of around 3500 hours depending on the model; also depending on the model is the cost of replacement bulbs which can run into hundreds of pounds.

9.1 To turn on the projector

Most projectors have a remote that allows you to turn it on and off just like you would your TV. If how ever your projector doesn’t have a remote or it’s being lost you are still able to turn it off and on via the power button on the projector.

Fig 9.1 Illuminated power light on projector

The button should look like the one below and either be illuminated if it s a similar model or have a power light near to it. Simple push this button to turn the projector on. To turn the projector off you must push the button twice, once to ask if you want to turn the projector off and a second time to confirm you request.

Fig 9.2 Confirmation to shutdown projector

This will cause the projector’s fan to speed up as it cools down ready for a complete shutdown. It is important not to move the projector while it’s on or cooling down or disconnect the power before the fan has stopped spinning. Doing so may cause the projectors life to be shortened.


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10 Calibrating the Smart boards

*Calibrate or orient are the two words used to define lining up the projector with the whiteboard to ensure when your hand or pen touches the board the correct response is created. To calibrate a Smart board ensure the projector is on and right click on the Smart board icon next to the clock on the system tray. It should be one of two icons:

Fig 10.1 a Promethean icon and a Smart board icon

To calibrate/orient your smart board right click on this icon to bring up the menu and select calibrate or orient respectively.

Fig 10.2 a Promethean; calibrate and a Smart board; orient Selecting either of these options will result in the board displaying a white image with a number of crosshairs on which you must touch the centre of to ensure the board is calibrated correctly.


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11 Using Speakers/Sound Systems

Make sure that the speakers are turned on and turned up before trying to use them. This can be done by looking at the control module or the actual speaker depending on the module. The image’s below are only for reference.

Fig 11.1 an example of the different control methods on speakers

Please note there is a green light on both showing they are both on and there are volume wheels allowing you to turn up the volume. One more place to investigate before trying to play any sound is in the icon tray next to the clock in the corner of the screen. There should be a little speaker icon in this corner. If you can’t see it you may have to click on the arrow for ‘more icons’. See below.

Fig 11.2 Speaker Icon

Fig 11.3 Speaker Icon after more button has being pressed. If the icon looks like the above everything should be ok to proceed, if it looks like this however you will need to check the settings.

Fig 11.4 the speaker icon is ‘muted’


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To solve this issue you must right click on the speaker icon and select the top option which is ‘open volume control’.

Fig 11.5 Right click on the speaker icon and select ‘open volume control’

After selecting the above option a window like the one below should open. All that is required is that you un-tick the box that says ‘mute all’. This will allow the speakers to receive a signal from the computer. It may also be necessary to turn the slider next to the check box up to increase the volume if desired.

Fig 11.6 the tick box needs to be UN-ticked and the relevant slider.

If you have any problems with your sound system after this please contact ICT support to help resolve the issue.


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12 Video players

There are a number of video players installed across the schools computers. Most should work as expected with simple clear user interfaces. The three main programs that should be used to play videos, music and DVD’s are:

1. Windows Media player: Found in the start menu or on the desktop, clear and standard for windows XP when using media. Can have difficulty playing certain media types.

Fig 12.1 Windows Media Player

2. VideoLAN or VLC player: its icon is a yellow traffic cone, light weight and quick to use has the added advantage of containing a vast library of ‘codec’s’ that enable it to play almost any video or music file available.

Fig 12.2 VlC Media Player

There is also a number of DVD player software installed on machines that work similar to the above. If you find difficulty in playing any media or require a different player please notify ICT support.


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13 Printing

Every computer within the school should be connected to at least one printer to allow work to be printed off. To print a document off you should go to the toolbar and select file and then print.

Fig 13.1 Print option in File toolbar

After clicking on print the following window should appear, this is where you will pick which printer you wish to print to and the number of copies you desire. You can also click on properties in the top right and check the paper size and orientation to ensure you will get what you want and not waste paper.

Fig 13.2 Print dialogue screen and options

After making sure all settings are correct simple click ok and collect your print out. There are a number of reason why a print out may not appear. It may be due to a number of filters in place that stop certain printers, mainly in classrooms from printing more than 20 pages at a time or more than 2 copies of a specific document. The reason these are in place is to stop students abusing the printers but can be worked around if you print strategically.


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Another reason is there may be a fault with the printer. Consult the LCD panel on the printer and see if you can see an error message that may say:

1. Paper jam: consult ICT Support to ensure there is no damage to the printer when removing the jam.

2. Insert paper into tray 1: The printer has run out of paper, spare paper can be found in the reprographics department with Mrs Hoile and is inserted by pulling the bottom tray out on the printer.

3. Incorrect paper size: a print job has being sent using the wrong size paper in the document; you can cancel this print job or force it to use the available paper by pushing the green button on the printer.

13.1 How to clear warning messages

Sometimes a printer will display an error message even though there is no paper jam, there’s toner left in the cartridge and there is paper in the tray. There are two things that can help clear this error and allow you to continue working. The first is to turn the printer off at the wall or by the power switch, leave it 10 seconds and then turn the printer back on, this clears the printer’s memory and any error it may have. The second thing is to push the green ‘ready ‘ button on the top of the printer, it is normally the biggest button on the printer and pushing it will accept and clear most error messages once the issue has being dealt with.


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14 How to use the Colour Copier

14.1 Print to the Colour Copier

Similar to printing a document the same actions can be done to print to the colour copier in the main reception. Firstly you will need to consult the ICT department to have the colour copier installed on your machine to allow you to print to it. Then follow the instructions above to print to \\curric-c\c3_canon1 this is the colour copier. After clicking print two boxes will appear the first asking which box you wish to store your print out, the default in public and it is recommended to leave this as it is. Then you will be asked to insert your photocopier code (all colour prints are charged to your respective budget) in the Dept box and leave the PIN blank.

Fig 14.1.1 Store print out screen

Fig 14.1.2 Enter your department code here but leave the PIN blank

Then you will have to go to the colour copier and type in your dept code to access the printer’s main functions. Make sure to click Log in.


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Fig 14.1.3 Enter your department ID on the printer

Click on the right hand side the access stored files button.

Fig 14.1.4 Access Stored Files


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Then go to the public folder or which ever folder you sent your print out to.

Fig 14.1.5 Select Public in the folders list This folder is organised by date order with the oldest print outs at the top so you will have to scroll down until you see your print out which is identified by the filename you gave it when it was saved. Click on all the files you wish to print and click print.

Fig 14.1.6 Click each file you wish to print This will go to a settings page where you can specify the number of copies, resizing etc but if you wish to go straight through to print just click print again in the bottom right hand corner.


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Fig 14.1.7 Settings screen, Start printing button

You can then log out and collect your print out.

Fig 14.1.8 Close and then log out buttons


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14.2 Photocopy

You can photo copy in black and white or colour as well on the copier. To photo copy click on the copy button on the top left of the screen.

Fig 14.2.1 Home screen Copy Button It will take you to the screen below where you can choose the settings you want to use for your copying. Here are your main options: 1. Select colour: choose if you want a black and white copy or a full colour copy here. 2. Copy ratio: select if you want to increase or decrease the size of your copy. 3. Select paper: if you have loaded special colour paper/card in a certain tray you can specify which tray to use during the photocopying. 4. Number of copies: just type the number of copies you want on the key pad to the right.

Fig 14.2.2 Options 1 2 3 4


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You can place documents at the top of the machine ensuring its pushed right up to the feeder and does not have any staples or paper clips with it. You can send a number of sheets through at a time. You must ensure that the page is face up if you want to copy using this method.

Fig 14.2.2 Document face up on feeder

You can also copy text books or other bulky/non standard items using the glass panel found underneath the feeder. You must make sure all items are pushed up to the top left corner and are face down to ensure your document is copied.

Fig 14.2.3 Document face down on scanning plate


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Once all you have set all the options you want press the big green button on the key pad to start copying. Once you are finished please make sure you log off using the option in the bottom right hand corner.

Fig 14.2.4 Job status screen while copying

14.3 Scan

To scan an image to the network for access on your computer you must click on the scan and send icon on the top row middle left.

Fig 14.3.1 Home Screen, Scan document button


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You can place documents at the top of the machine ensuring its pushed right up to the feeder and doesn’t have any staples or paper clips with it. You can send a number of sheets through at a time. You must ensure that the page is face up if you want to scan using this method.

Fig 14.3.2 Document face up on feeder You can also scan text books or other bulky/non standard items using the glass panel found underneath the feeder. You must make sure all items are pushed up to the top left corner and are face down to ensure your document is copied.

Fig 14.3.3 Document face down on scanning plate


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Clicking on the scan and send button will take you to this screen. This is where you pick where to send the file once it’s being scanned and a number of other settings. Firstly click on the address book button.

Fig 14.3.4 Address book button Once here click on the top item simple called scans. This is the default location and is setup to work for every member of staff.

Fig 14.3.5 Scans location not highlighted Once you click on it should change to the below, then click ok.


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Fig 14.3.6 Scans location highlighted and ok button If you want to scan your document as a PDF file just click on the green button on the keypad, if you wish to scan it as a standard image file, click on the button that says ‘PDF compact.

Fig 14.3.7 Change file format, PDF Compact This will take you to the screen below where you simple click on the button that says ‘JPEG’ and then click ok.


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Fig 14.3.8 Format selection, select JPEG for standard image Now that’s has being done just click the green button and then log out when finished.

Fig 14.3.9 Scan and send document, green start button


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14.3.1 To retrieve your scanned file

Go to ‘My Computer’ and go to the new public drive (N: drive) and go to ‘Staff only’ and then to the ‘Scans’ folder. The URL is here N:\Staff Only\Scans The file will have a unique numbered name which corresponds to the date it was created, if you search through the files by date you will find your image.

Fig 14.3.10 Directory of all scanned documents, sort by date to find your file


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15 Accessing School Files form Home (VPN)

There are two types of VPN connection to the school depending on the computer you are using. If you are using a Windows XP laptop then you will need to use the Cisco client VPN, if you are using a Windows 7 laptop you will need to use the Shrew Soft VPN client. Both methods of connection are displayed below.

15.1 Cisco VPN Client

Make sure you are connected to the internet and then follow the steps below:-

STEP 1: Double click ‘connect to school network’

STEP 2: Double click ‘connect’

STEP 6: Double click ‘Connect Drives’ to connect home and public folders

STEP 5: Wait for ‘Connected’ message

STEP 3: Enter username ‘[email protected]’ and ‘password’ (where ‘password’ is your supplied VPN Account password)

[email protected] **************

STEP 4: Click ‘OK’


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You can now access the new public drive (N :) and your home drive (H :) through windows explorer, my computer, word, excel etc

15.2 Shrew Soft VPN Client

Make sure you are connected to the internet and then follow the steps below:- Opening Shrew Soft VPN First load up your machine and select Shrew Soft VPN also called ‘Access Manager’ client from either the desktop or the start menu:

Once open double click the item ‘Astonmanor.pcf’.


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After double clicking the astonmanor.pcf file you will see the following screen. Once here enter your respective username and password that has being supplied to you by Mr. Beech.

If you have inserted the correct details, the screen will look like this:

You will now be connected to the school network but will have to make some alterations to the connection file if you want access to network drives.


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Connecting to network drives Right click on the file called ‘Connect Drives (curric-a home).bat’ and select edit.

Double left click on the icon Connect drives, you will now see a black box appear, this is a command prompt screen where you will be requested to type in your school account password. This is the same password that will be used when logging on to a school computer.

If you have typed in the correct password you will now have access to the public drive and your home directory from ‘my computer’


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Logging Off To end the VPN session, go to access manager and click on ‘disconnect’.


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16 Web Filtering

Because the school is in the position of en loco parentis meaning position of the parent we have a legal obligation to protect students from certain aspects of the internet. We are also required to filter access to certain website that may not be dangerous or immoral but would lead to disruption or distraction of students and their learning. These may be video streaming sites like YouTube or casual gaming websites. All web access is monitored for both students and staff and logs are kept in case of an investigation taking place. The reason students have access to the internet is for the sole purpose of furthering their education and web filtering helps remove the temptation to waste their time in lessons. A number of filters are in place to protect students but unfortunately ICT systems can not block everything and occasional some things may slip through. When this happens it is important that you speak to the student involved and make sure they are ok and that they understand what happened. You must then find out what they were searching for and what websites they have being on. This information will need to be passed on to ICT Support and Mrs Coleman for child protection matters. All incidents are investigated to help reduce the risk of it happening again. When a website is blocked by the filter one of two things will happen depending on which filter ‘caught’ action. If it was the local school filter then the user will be redirected back to the school home page every time they try accessing the banned website. If you believe it was banned in error please discuss this with ICT support. If you receive a screen like the one below it means the website is blocked by the council and if access is required an access request form must be filled in, signed by Mrs Roberts and sent BGFL for consideration. Please be aware that this can take up to three days if they decide to unblock the website.

Fig 16.1 BGFL banned website screen


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17 Reporting a Problem

Computers and technology can go wrong even when it is looked after and maintained properly. Because of this it is important to give the ICT department as much information as possible to ensure a speedy repair.

• The name of the person reporting the error.

• The location of the computer with the error.

• What you were doing when the error occurred.

• What the error message was/what happened. (Very important).

• Does any work need to be backed up/recovered.

• Any other information that may be relevant. This can all be done via the IT Help Desk that was discussed in section 6.6, you can upload images as well if that will help. If possible get a print screen of the error message; this is done by pushing the ‘PrtScn’ button on your keyboard, normally found above or near the delete key.

Fig 17.1 PrtScn key

Once you have pushed PrtScn simple right click in a Word document and select paste. This will save a copy of your screen as an image in Word allowing us to help solve the error.

Phone number: 0121 359 8108 ext 231 or 326 Email address: [email protected] Email address: [email protected]

Location: D29 top floor first door on the right after main stairwell

Documents

Staff User guide for ICT v6.1